Alumni Club & Network Development: A Step-By-Step Guide

If you are interested in starting a new alumni club or network, or if you just want to learn more about the process, you are in the right place. Read on...

#1. Is there a club in your region? What network interests you?

The first step in this process is to see if a club or network is already being developed in your area. Check the Club Websites page or contact the Office of Alumni Relations by e-mail or call 614-823-1650 or 1-888-614-2600.

If a club or network has not yet been activated contact the Office of Alumni Relations. We will research whether the region or particular attribute is well-populated with Otterbein alumni; i.e., at least 100-150 alumni.

...Yes - There are enough alumni to start this group
Please read an overview of the Club Coordinator responsiblities (see Club Bylaws.) If you are interested in leading a new club or network, let us know. If you want to be an active member once the club or network is established - but not serving as the Coordinator at this time - you will be contacted when a Coordinator is found for your city/region. In the meantime, there are other outlets for your Cardinal spirit. Watch the list of upcoming events and volunteer opportunities (coming soon!)

...No - There are not enough alumni to start this group, but don't lose hope! Alumni Relations other connections and opportunities to harness your Cardinal spirit (the list of volunteer opportunities is still coming soon!)

#2. You want to be the Club or Network Coordinator. What's next?

The process starts rolling. However, please note that it may take up to 6 months for a club or network to be formed and officially announced. This is normal and is due to issues such as time required to request mailing data, publication schedules, previously scheduled events, etc.

Clubs:
We will work with the Club Coordinator to identify the counties to be included in the Club's territory. We will request a report from the alumni database of all alumni living in those counties. Once the data is received it will be reviewed and refined as needed so that the territory is defined for the club's success.

Networks:
We will work with the Network Coordinator to identify the alumni attributes for the Network; for example, majors while students at Otterbein, student groups, cultural groups and the like. We will request a report from the alumni database based upon those attributes.

Official Recognition:
Once we have done our "homework" as stated above, we will present the request to start the new club or network to the Alumni Council. Once approved, the Assistant Director will meet with the Coordinator and review policies, procedures, develop a marketing plan, etc. If we are not able to meet one-on-one due to distance, this will be done by phone.

#3. It is my pleasure to announce...

Now it is time to publicly announce the new club or network and start making plans with other interested alumni.

Working with guidance from the Alumni Relations Office, the Coordinator will find locations and set dates for 2 organizational meetings. Alumni Relations will provide an Event Planning List to guide you. One meeting needs to be on a weeknight and one on a weekend night.

Alumni Relations will announce the establishment of the new club or network and its Coordinator in: “Cardinal Connection”, the alumni e-newsletter; “Towers”, the alumni magazine; on the alumni main website and with a press release in the region.

Alumni Relations will design and launch a club or network website.

One month prior to the first organizational meeting, Alumni Relations will send a postcard invitation to alumni in the region.

Two weeks prior to the first organizational meeting, Alumni Relations will send an e-blast invitation to alumni in the region.

Alumni Relations will provide online registration for the organizational meetings, nametags and additional guidance, as requested.

The Coordinator will preside over the organizational meetings.

#4. The organizational meetings were a success. What's next?

With guidance from Alumni Relations staff, the Coordinator will use contacts made at the meetings to assign the other members of the Leadership Team. It is important that alumni being considered for the other leadership team positions be contacted and fully informed about the position duties prior to assignment. All leadership team positions should be filled within the first full year of club/network existence if possible.

The Leadership Team members will be announced in “Cardinal Connection” and on the club or network’s webpage.

The Leadership Team will make plans for future activities.